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The Secret to Organizing Your Database

Today I’m going to be going over my top tips for organizing your database. I’ll also be explaining what a CRM is and why it’s important to your business.

Today I want to explain what a CRM is, and also go over how to organize your database.

So, what is a CRM? CRMs are actually systems which allow you to reach out to your database in an organized manner. Some of the best systems out there include Top Producer and Referral Maker. However, you can also use a program as simple as Outlook.

The important thing is to have a system in place and you stick with it. When you put data such as birthdays, addresses, and other important information into your system, it will greatly benefit the flow of your business.

CRMs will help you log calls, give you reminders on when to follow up, and will generally make it easier for you to manage your database.

The important thing is to have a system in place and you stick with it.
My team and I actually have our CRM provided to us by RE/MAX. When you join RE/MAX, this CRM is included.

A common question that arises when discussing CRMs is how to segment your database. Personally, I recommend you divide your database into A’s, B’s, C’s, and D’s.
The A segment consists of those who have already referred business to you. B’s are clients who would refer you if they knew how. C’s are new prospects and D’s are those who you should likely delete out of your system.

If you have any other questions or would like more information, feel free to give me a call or send me an email. I look forward to hearing from you soon.

Zillow and Are They Worth It?

Zillow and recently changed a few things in their marketing strategies. How do these changes impact Realtors?

Are Zillow and leads really worth the money? It really depends.

In my experience, I really haven’t found that much success, though it depends on how you go about it and on the strategy of the platform.

Zillow has recently changed its strategy in the Colorado Springs marketplace.
Instead of giving you a percentage of a zip code, they now sell impressions. This is good for Zillow, because they can sell unlimited impressions and make more money. It’s bad for Realtors though, because it will cost them more per lead.

As they’ve switched over to this, I’ve found that I’ve had less conversion and far fewer leads, and my return on investment has dropped. For that reason, I have limited a very minimal portion of my marketing budget to Zillow.

Zillow has recently changed its strategy in the Colorado Springs marketplace. is also changing the way they sell their ads. Their conversion rate is similar; it depends on the zip code, the town, and how you work that lead. It's really important you have a follow-up plan for those leads. I like to say, “21 days of pain—in that period you should reach out to the lead at least 15 times between text, emails, and phone calls. You’ve got to be persistent.”

If you call that lead once or twice, that is definitely not worth the money. But if you’re willing to take the time to reach out to them and connect with them—or at least try 15 times over 21 days—I guarantee that you’re gonna convert some of those leads. It’s a balance of how much money you spend in what zip codes and what areas.

I’d love to sit down with you and discuss what strategies I’ve used that have found success on Zillow and, so please give me a call and I’d be happy to share those secrets, tips, and strategies.

Why Should You Be Tracking Your Leads?

As an agent, you are a business owner. Today I want to talk about how tracking your leads can help you grow your real estate business.

How do you track your leads and why is doing so important?

Before I answer that, I have an important point for you to consider: As a real estate agent, you are a business owner. The more you learn to treat what you do like a business, the more success you’ll find.

A crucial part of being a business owner is keeping track of numbers. Today, the number we’re most concerned about is the number of leads you have.

Tracking your leads and where they come from as well as your return on investment, or ROI, will be key.

The simplest way to start, especially if you're a new agent, is to create an intake form. Each time you have a lead, find out how they became aware of you. You should always ask: “Where did you hear about me?”

Tracking your leads and where they come from is key.

By putting the responses to this question into a simple spreadsheet, you will eventually start seeing trends. Track on a daily, weekly, and monthly basis.

The data you find will show you what is and isn’t working in your business, which will help you make smarter investment decisions moving forward. If you find out that sign calls, for example, convert better than your internet leads, you can then further invest in the method you now know works more effectively.

If you have any questions or would like more information, feel free to give me a call or send me an email. I look forward to hearing from you soon.

Your Education Doesn’t End Just Because You Earned Your License

After you earn your real estate license, is your training over? No—there are many ways you can continue to learn and grow throughout your career.

Does your education end once you earn your real estate license? Of course not!

Here in Colorado, the state requires you to do 24 hours of continued education
every three years for your renewal period. You have to take a mandatory, four-hour course that’s due each year, along with 12 hours of additional classes.

Our agents do the mandatory course and three or four others in order to reach 24 credits by the end of those three years.

Of course, that’s just scratching the surface. There are a lot of other training methods that we do here at RE/MAX Millennium. We encourage our agents to take part in these training events in order to explore other areas of real estate.

For example, we hold a “Lunch and Learn” every Wednesday, where we focus on personal growth or other real estate-related topics. We also cover a specific real estate topic the third Thursday of every month. We have a continental breakfast and sit down for a couple of hours to learn.

We pay for all of your real estate education in the office.
Sometimes I’ll teach the course or we’ll bring in a guest speaker. We try to bring in different people so that it’s always fun and educational.

We also broadcast special events by people like Dave Ramsey or Brian Buffini in the office throughout the year.

All of that education is paid for. If you want to do training outside of the office, there may be some other fees for you to pay.

Other brokerages require you to pay for your training classes, but that is not the case here at RE/MAX Millennium. If you have any other questions about our training, just give me a call or send me an email. I would be happy to help you!

How Often Should You Contact Your Database?

How can you increase your business in real estate? The first thing you should do is build up your database of contacts.

There are a lot of different opinions out there among agents and brokers about how often you should be contacting your database. Here’s what I have been having success with in Colorado Springs.

I reach out to my database frequently, and in a few different ways. I reach out to everyone at least once a quarter with a phone call and at least once a quarter with an invitation to a client event. In addition, we also send out a piece of mail once a month with an item of value.

By contacting your database frequently, you should be able to generate and create more referrals and repeat business. Your database should be full of people in your SOI, or “Sphere of Influence.” These are people you know, people you have worked with in the past, and prospective clients, among others.

Your database can be a goldmine.
You want to segment your database into four different categories for four different types of clients. “A” clients are your best clients who refer business to you regularly. Your “B” clients are people that would refer someone to you if shown how. “C” clients are people you have just met and put in your database. “D” clients should just be deleted right away. You want to reach out to those first three groups at least once a month with an email and at least once a quarter with a phone call.

I hope this helps. If you have any questions for me or want some more strategies to help you increase your repeat and referral business, give me a call or send me an email. I look forward to hearing from you soon.